2ND CALL FOR PROPOSALS
Integrating Earth Observations insights to build resilient communities in South Africa
The South African National Space Agency (SANSA) in collaboration with the National Earth Observations and Space Secretariat (NEOSS) is pleased to announce a Call for Proposals (CFP) on the Integrated Earth Observations Solutions (IEOS)
Applicants are requested to familiarise themselves with the information provided in this Call for Proposals (CFP).
DATE OF PUBLICATION: Wednesday, 13 November 2024
DATE OF SUBMISSION: Friday, 13 December 2024
TIME OF SUBMISSION: 17h00 hours
1. INTRODUCTION
This Call for Proposals (CFP) invites innovative Earth Observation (EO) solutions that integrate data from air, ground, and space sources to address pressing socio-economic and environmental challenges, with a particular emphasis on building climate resilience and promoting sustainable development.
Proposals should focus on the practical use and application of EO data, information and technologies, clearly demonstrating their benefits and the meaningful, measurable impact they can have on communities.
Proposals should also outline how these solutions can drive transformative change to communities in various provinces while enhancing South Africa's ability to effectively respond to climate and environmental threats.
2. BACKGROUND
The Integrated Earth Observation Solutions (IEOS) is a funding programme established by the South African National Space Agency (SANSA) in collaboration with the National Earth Observation and Space Secretariat (NEOSS), an initiative of the Department of Science, Technology, and Innovation (DSTI), hosted by the Council for Scientific and Industrial Research (CSIR).
SANSA is advancing Earth Observation (EO) efforts to address South Africa's national priorities, using cutting-edge EO technologies to improve climate resilience, food security, disaster response, and urban development. Through focused climate monitoring and adaptation, SANSA enables communities to better respond to climate variability, building resilience and sustainable growth. EO data is essential for monitoring agricultural productivity, enhancing disaster preparedness, and guiding spatial planning, which strengthens food supply, mitigates disaster impacts, and supports urban development.
Whereas, NEOSS serves as a national coordination initiative, promoting access to data and information to ensure the effective integration of EO into policy and decision-making processes. A core part of NEOSS’s mission is the development of Communities of Practice (CoPs), which act as collaborative platforms across key themes, including Agriculture and Food Security, Circular Economy and Natural Resource Management, Human Settlements and Spatial Planning, Satellite Navigation and Communication, Natural Capital Accounting, EO Infrastructure and Data Governance, and Climate Action. These CoPs align with the broader objectives of the Group on Earth Observations (GEO) and AfriGEO, promoting global and regional partnerships between governments, businesses, scientists, and communities to co-produce actionable Earth intelligence.
The distinct yet complementary mandates of SANSA and NEOSS shape the IEOS programme, guiding the thematic scope and focus areas for proposals. By aligning their work with these objectives, applicants can contribute towards SANSA’s and NEOSS’s shared vision of fostering collaboration, leveraging collective expertise, and developing sustainable, impactful solutions for South Africa and beyond.
3. AIM
IEOS seeks to harness the transformative power of EO to drive socio-economic development, sustainable development and climate resilience in South Africa. This initiative supports projects that integrate practical EO applications, community engagement, and collaborative solutions to enhance resilience and adaptive capacity. Further aims include fostering innovation within the EO and space communities, stimulating collaboration with Small, Medium, and Micro Enterprises (SMMEs), and catalysing market demand for EO-based solutions.
The programme is designed to be adaptable and responsive, supporting the advancement of EO technologies that can meet evolving societal needs and emerging challenges. It establishes a framework to rapidly deploy innovative applications, catalyse new partnerships, and strengthen South Africa’s EO ecosystem by leveraging state-of-the-art technologies, tools, data, and platforms.
4. TARGETED INITIATIVES
Proposals should focus on practical, innovative applications of EO and space technology that drive tangible societal benefits and contribute towards an inclusive and sustainable future. Successful proposals should include:
- Integrated EO Data Use: Propose methods to leverage EO data from air, ground, and space-based sources to address specific socio-economic or environmental challenges, aiming to improve quality of life, enhance sustainable development, and drive measurable impact in South African communities.
- Multi-disciplinary Collaboration: Emphasise collaboration and knowledge-sharing across diverse communities. Include post-project collaboration plans that ensure continuous data and expertise exchange, address evolving challenges, and promote a culture of innovation.
- Enhanced Data Utilisation: Prioritise the use of publicly and privately sourced EO datasets to create societal value. Promote knowledge transfer and collaboration among EO and space experts to strengthen data literacy, enhance community access to resources, and drive awareness of EO’s role in decision-making.
- Policy and Decision-Making Impact: Highlight how EO data can provide policymakers with evidence-based insights. Demonstrate the potential for EO to inform policy, advocate for sustained investment, and simplify information access for efficient policy-making processes.
- Inclusivity and Diversity: Ensure project inclusivity by engaging individuals from diverse backgrounds and collaborating with community structures, organisations, and leaders. Foster diversity in project teams, stakeholder engagement, and implementation strategies.
5. SELECTION PROCESS
All proposals will undergo a two-stage review process. Initially, applications will be evaluated against the eligibility criteria. If an application meets these criteria, it will then be assessed according to the Technical Evaluation Criteria. Only applications deemed eligible will progress to the technical assessment stage.
5.1 Applicant eligibility
Eligibility will be assessed following the criteria outlined below:
5.1.1 NEOSS Community of Practice (CoP) Registration
The applicant or entity must be a registered and active member of one or more of the NEOSS Communities of Practice (CoPs) listed in paragraph 2 - Background. Registration can be completed online at NEOSS Registration at www.neoss.co.za.
5.1.2 Tax Compliance and BBBEE Requirements
The applicant must be fully compliant with applicable tax laws, regulations, and obligations as stipulated by SARS, and must submit a Tax Compliance Certificate (TCC). Application for tax compliance status (TCS) may be made via e-filing through the SARS website at www.sars.gov.za. Applicants must also be fully compliant with the BBBEE requirements and also provide a valid copy of their BBBEE certificate or affidavit.
5.1.3 National Treasury Central Supplier Database (CSD) Registration
Applicants are required to self-register on the National Treasury’s Central Supplier Database (CSD), which centrally administers supplier information for all organs of state and facilitates the verification of key supplier information. Registrations can be completed online at www.csd.gov.za. To enable the CSIR to verify information
5.1.4 Proposal Template Format and Budget
All submissions must strictly adhere to the provided template, which should include a thorough project description, objectives, methodology, anticipated outcomes, and a comprehensive budget. Proposals should be submitted in MS Word. Please note that budget exceeding R 500,000 (Exclusive of VAT) will not be considered.
5.1.5 Timely submission
Proposals must be submitted to The Secretariat, NEOSS at info@neoss.co.za and neoss@csir.co.za no later than 17:00 on Friday, 13 December 2024. Proposals submitted after the specified due date and time or to an incorrect email address will not be considered.
5.2 Technical Evaluation
Proposals will be evaluated for technical soundness based on the following criteria:
5.2.1 Relevance or Alignment
The project must address the priority areas, target initiatives, and objectives specified in paragraphs 1, 2, 3, and 4. It should demonstrate the potential to positively showcase the use, benefit, and impact of Earth Observation and Space in South Africa, at the district and local levels.
5.2.2 Relevant Project Experience
The proposal should provide details about past projects, highlighting their relevance to the current endeavour and demonstrating a track record of successfully completing similar projects.
5.2.3 Benefits and Impact
The project must illustrate its potential for significant impact in specific thematic areas, enhance the capability and capacity of Earth Observation and Space, and actively contribute to generating employment opportunities. Proposals should focus on the practical use and application of EO data, information, and technologies, clearly demonstrating their benefits and the meaningful, measurable impact they can have on communities.
5.2.4 Feasibility
The project must demonstrate the feasibility and likelihood of successful implementation, considering existing capacity, capability, and resources. It should clearly outline the simplicity of implementation and specify whether it is a short-term, medium-term, or long-term solution.
5.2.5 Collaboration and Practical Application
The project's success depends on its originality and how effectively it leverages Earth Observation (EO) and space for socio-economic development. Evaluation will consider the degree and effectiveness of collaboration with relevant stakeholders including the users, emphasising the uniqueness and practical applications of the proposed approach. It is crucial that submitted proposals outline how these solutions can drive transformative change in communities across different provinces while enhancing South Africa's ability to effectively respond to climate and environmental threats.
6. SPECIAL TERMS AND CONDITIONS
NEOSS, as an initiative of DSTI that is hosted by the Council for Scientific and Industrial Research (CSIR), adheres to the Terms and Conditions set forth by the host entity. These terms ensure compliance with the operational policies and guidelines of the CSIR and govern the conduct of all activities associated with NEOSS, including implementation of the IEOS collaboration with SANSA. The following key principles outline the Terms and Conditions applicable to NEOSS;
6.1 Reservations
The CSIR expressly reserves the following rights:
- To reject all or any proposals
- To waive any or all irregularities in the proposals submitted
- To retain the right not to select any application/s even if meeting all the requirements.
6.2 Personal Information
Each Party consents to the other Party holding and processing “personal information” (as defined in the POPI Act) relating to it for legal, personnel, administrative and management purposes (including, if applicable, any “special personal information” relating to him/her, as defined in the POPI Act). Notwithstanding the generality of the aforesaid, each Party hereby undertakes to comply with all relevant provisions of the POPI Act and any other applicable data protection laws. The Applicant further agrees to comply with all CSIR’s reasonable internal governance requirements pertaining to data protection.
Each Party consents to the other Party making such information available to those who provide products or services to such parties (such as advisers, regulatory authorities, governmental or quasi-governmental organisations and potential purchasers of such Party or any part of their business).
While performing any activity where a Party is handling personal information as a “responsible party” (as defined in the POPI Act), each Party undertakes that it will process the personal information strictly in accordance with the terms of the POPI Act, this Contract, and the other Party’s instructions from time to time, and take appropriate operational measures to safeguard the data against any unauthorised access.
Each Party acknowledges that in the course of conducting business with each other, each Party intends to maintain and process personal information about the other Party in an internal database. By signing this Contract, each Party consents to the maintenance and processing of such personal information.
Where relevant, the Applicant shall procure that all of its personnel, agents, representatives, contractors, sub-contractors and mandataries shall comply with the provisions of this clause 30 (Personal Information). The CSIR shall be entitled on reasonable notice to conduct an inspection or audit Applicant s compliance with the requisite POPI Act safeguards.
6.3 Conflict of interests
Applicants must include a signed copy of the attached Conflict of Interest Statement with the bid and declare any potential conflicts of interest among team members, subcontractors, or other affiliated entities involved in the project.
6.4 Contractual Arrangements
The successful applicant/s will be required to enter into a written Agreement with the CSIR, an entity responsible for the management and hosting of NEOSS, on behalf of the DSI.
6.5 Collaboration
Collaboration between organisations, institutions, companies and community members residing in the study area to jointly deliver a project is encouraged. Only the Project lead applicant can submit the application form and enter into the project agreement with the CSIR. The application should identify all other members of the proposed group and include a letter of support from each of the project partners. Each letter of support should include:
- details of the project partner
- an overview of how the project partner will work with the lead applicant and any other project partners in the group to complete the project.
- an outline of the relevant experience and/or expertise the project partner will bring to the group.
- the roles/responsibilities the project partner will undertake, and the resources it will contribute (if any)
It is the responsibility of the lead Applicant to ensure that all formal arrangements are in place with all parties.
6.6 Intellectual Property
Intellectual property will be managed in accordance with the Intellectual Property Rights from Publicly Financed Research and Development Act, 2008.
6.7 Preparation costs and limitation of liability
The Applicant will bear all its costs in preparing, submitting and presenting any response to this CFP and all other costs incurred by it throughout the CFP process. Furthermore, no statement in this CFP will be construed as placing the CSIR, its employees or agents under any obligation whatsoever, including in respect of costs, expenses or losses incurred by the Applicant (s) in the preparation of their response to this CFP.
An Applicant participates in this CFP process entirely at its own risk and cost. The CSIR shall not be liable to compensate the Applicant on any grounds whatsoever for any costs incurred or any damages suffered as a result of the Applicant’s participation in this CFP process.
6.8 Indemnity
If an Applicant breaches the conditions of this CFP and, as a result of that breach, the CSIR incurs costs or damages (including, without limitation, the cost of any investigations, procedural impairment, repetition of all or part of the CFP process and/or enforcement of intellectual property rights or confidentiality obligations), then the Applicant indemnifies and holds the CSIR harmless from any and all such costs which the CSIR may incur and for any damages or losses the CSIR may suffer.
6.9 Governing law
South African law governs this CFP and the CFP response process. The Applicant agrees to submit to the exclusive jurisdiction of the South African courts in any dispute of any kind that may arise out of or in connection with the subject matter of this CFP, the CFP itself and all processes associated with the CFP.
6.10 Confidentiality
Except as may be required by operation of law, by a court or by a regulatory authority having appropriate jurisdiction, no information contained in or relating to this CFP or an Applicant’s response (s) will be disclosed by any Applicant or other person not officially involved with the CSIR’s examination and evaluation of a Proposal.
No part of the CFP may be distributed, reproduced, stored or transmitted, in any form or by any means, electronic, photocopying, recording or otherwise, in whole or in part except to prepare a Proposal. This CFP and any other documents supplied by the CSIR remain proprietary to the CSIR and must be promptly returned to the CSIR upon request together with all copies, electronic versions, excerpts, or summaries thereof or work derived therefrom.
Throughout this CFP process and thereafter, Applicant (s) must secure the CSIR’s written approval before the release of any information that pertains to (i) the potential work or activities to which this CFP relates; or (ii) the process which follows this CFP. Failure to adhere to this requirement may result in disqualification from the CFP process and civil action.
6.11 Availability of funds
Should funds no longer be available to pay for the execution of the responsibilities of this CFP, the CSIR may terminate the Agreement at its discretion or temporarily suspend all or part of the services by notice to the successful Applicant who shall immediately make arrangements to stop the performance of the services and minimize further expenditure: Provided that the successful Applicant shall thereupon be entitled to payment in full for the services delivered, up to the date of cancellation or suspension.
6.12 Disclaimer
This CFP is a request for proposals only and not an offer document. Answers to this CFP must not be construed as acceptance of an offer or imply the existence of a contract between the parties. By submission of its proposal, Applicants shall be deemed to have satisfied themselves with and to have accepted all Terms & Conditions of this CFP. The CSIR makes no representation, warranty, assurance, guarantee or endorsement to Applicant concerning the CFP, whether with regard to its accuracy, completeness or otherwise and the CSIR shall have no liability towards the Applicant or any other party in connection therewith.
7. ANNOUNCEMENT OF PROJECTS
CSIR_NEOSS and SANSA may publish non-sensitive details of successful projects on the NEOSS platform unless otherwise prohibited by law. This information may include:
- Name and logo 0f your company or organisation
- Title of the project
- Description of the project and project aim
- Project Benefits and outcomes.
The project information may also be published by the NEOSS through its communication channels (official website and social media channels).
8. SUBMISSION DETAILS
- Submission Deadline: Friday, 13 December 2024, 17:00
- Funding: Successful proposals will be considered, with amounts allocated based on the project's scope, impact, and budgetary requirements, which may be reviewed by the Selection panel.
- Contact: For inquiries and submission details, please contact info@neoss.co.za and neoss@csir.co.za. Only written queries will be responded to.
9. ATTACHMENTS: PROJECT RESPONSE TEMPLATE